Surrey Downs Health & Care
We have an exciting opportunity for a Senior Administrator within the Surrey Downs Home First team.
This is a full time fixed term post with occasional weekend working on a roster with a day off in the week.
If you are interested in this opportunity please do submit an application. If you wish to find out further information then please do make contact.
Contribute to the continual review, evaluation and embedding of all administrative systems, procedures and associated policies ensuring the delivery of an efficient and robust administrative service to support the Home First Service.
To support the development of the Home First services as it continues to grow and develop as a service ensuring the service delivers the best support for the patient journey and excellent patient care.
To ensure the accurate recording of data and reporting processes to enable the timely and correct reporting of service data and performance dashboards.
Participate in the recruitment and line manage a team of administrators who are responsible for delivering a high quality efficient administration service to support the smooth running of the Home First Services.
Support the organisation in achieving the vision of excellence in everything we do by promoting equal opportunities, fairness, equity and inclusion through best practice working, monitoring, training and evaluation.
Surrey Downs Health and Care deliver care closer to people’s own communities through our Primary Care Networks, Community Hospitals, Specialist Services and our innovative partnership of local NHS organisations.
Surrey Downs Health and Care has a track record of providing person centered care that goes beyond organisational boundaries to do what is best for the individual. This partnership includes:
• The three GP federations GP Health Partners, Dorking Health Care and Surrey Medical Network representing practices that operate in the Surrey Downs area
• CSH Surrey
• Epsom and St Helier’s University Hospitals NHS Trust
• Surrey Council County
Historically, there have been boundary lines between the organisations that provide care to people in their homes, in GP surgeries and in hospitals, but we have always been united in our mission to provide great care to the people who need us.
It’s on those grounds that the Surrey Downs Health and Care was formed – we want local people to receive the care that they need in the right environment. By bringing together our expertise, we can improve patient care and enable local people to access the right support, care and treatment more easily than ever before.
In bringing this partnership together, we are working to the same set of values that will translate into better care for our residents.
Administration team operation
• Support the coordination of the Home First HUB inbox, patient trackers, daily SITREPS and reports ensuring they are completed accurately and efficiently maintaining high standards of administrative support to the Home First Service
• Participate in the development and up-dating of standard operating procedures (SOP’s) for all administrative processes for Home First.
• To support the planning, co-ordinating and workflow across the Home First Service. Working with other members of the Admin team to allocate and re-allocating tasks on a daily basis as required as organisational priorities change across the Home First service.
• Contribute to the process of rota planning and flexible working within the team to ensure that key tasks and services are covered at all times across the Home First Service. Provide support to inform the staffing plan in line with the changing service needs.
• Ensure that all patient and professional enquiries from stakeholders are dealt with by the administrative team in an efficient, polite and confidential manner and/or passed onto the relevant member of staff for action to support the patient pathways through the Home First Service.
• Participate in the recruitment and development of the admin staff in line with changing service needs and budget, participating in the recruitment tasks; sitting on interview panels and inducting new members of staff.
• Support the starter’s induction and leavers processes of Home First; liaising with Clinical Leads, HR and IM&T and other stakeholders as appropriate and to ensure information governance and other policy standards are maintained. Including access to IT/systems, ID badges, equipment and uniform issue.
• Participate in the communication and information cascade across the service using the appropriate communication tools always maintaining the highest professional standards developing excellent communications within the administrative team, Home First service and with patients and stakeholders.
• Responsible for the formal supervision and performance management reviews of a delegated administrator within the Home First service, identifying training and skills development needs to feed the training plan, to ensure and support other members of the admin team have the knowledge and skills required to perform and deliver their specified job tasks.
• To support the evaluation, monitoring and development of skills within the administrative team to enable the full range of tasks to be completed as required. Providing advice and guidance as appropriate.
• To prioritise and take responsibility for own workload recognise and support colleagues who need guidance and assistance across the Home First service.
• Responsible for the implementation and monitoring of annual leave and absence management processes, PDR compliance and statutory and mandatory training attendance and other HR policies for the delegated administrators within the Service. Ensuring that any personnel records are maintained in accordance with the confidentiality policy and data protection act.
• Maintain emergency contact details for emergency planning and safe working practices of peripatetic staff this includes issuing of Lone working devices and supporting the Operational Lead with the monitoring the device usage.
• To participate in the initial stages of performance management, grievance and discipline procedures, when appropriate.
• Participate in the investigation of any internal or external complaints relating to the administration service in line with SDHC complaints policy.
Estates, Procurement, Medical Devices and Business Continuity
• Ensure that all estates repairs are reported in line with SDHC and the Trust procedures escalating any works required or repairs not being delivered in a timely manner
• Ensure any non-clinical accident or incident involving admin personnel or a member of the public is reported in line with the SDHC policy, completing documentation in the correct time frame. Alerting the Management team to any risks that need urgent attention.
• Monitor the functioning of IM&T and communications technologies across the service and ensure any issues are reported in a timely manner raising any risks with the Management team.
• Ensure that all purchasing and procurement is carried out in line with SDHC procurement policies and processes using the SBS and NHS Supply Chain systems. Supporting the ordering for the Home First service to ensure minimum waste, best price and that the correct procedures have been adhered to.
• Ensure that appropriate level of non-clinical and clinical equipment and materials are available to meet service needs, and ensure that stocks are stored securely with effective stock monitoring is in place. Support with ensuring all relevant staff members are issued or have access to the clinical equipment required to provide patient care.
• Undertake regular monitoring of all site equipment ensuring it is maintained in good working order, reporting issues to arrange for appropriate maintenance and repair work to be carried out where necessary and once authorised.
• Undertake regular monitoring of accommodation in accordance with health and safety regulations, alerting the Management team to issues identified. Act as first point of contact for health and safety issues including fire duties, security and first aid.
• Assist in the coordination, completion and reporting of audits of site based equipment, estate and services received, to support contract monitoring and quality standards under CQC and other regulations.
• Monitor the process for the loan of patient equipment ensuring the availability of devices and liaising with key stakeholders to ensure collection and return of the devices raising any concerns as required. Also supporting as required with the ordering, delivery, collection and stock taking queries in relation to patient equipment within the service raising any issues in a timely manner.
• Undertake actions as required on Medical Devices Agency safety notices or hazard warning notices as requested by the Management team, Governance team administrator, or clinical manager.
• Undertake any delegated role and support others to fulfil responsibilities as local fire officers to coordinate evacuation procedures, first aid procedures and health and safety procedures.
• Support the Management team in the development of clinical service business continuity plans and in the development of site specific business continuity plans. Participate in the programme of review and complete any actions allocated.
• Be aware of the emergency planning and business continuity policies and plans, and comply with the prescribed actions detailed within in the event of an emergency/significant event.
Support to Home First Service
• Maintain a knowledge base of all services and activities delivered by the Home First Service and the wider SDHC clinical services to support cross working and delivery of excellent patient care
• To support as required the management team across the Home First Service as required delivering specific tasks and projects using specialist knowledge to coordinate and deliver projects and service improvements.
• Maintain awareness of terms of agreed contracts and service level agreements and bring to the attention of the management team, as appropriate, any issues or concerns.
• Arrange meetings on behalf of Home First. Compile agendas, room booking and minutes taking as required
• Support and monitor best practice to ensure that all statistical data is collated and entered into the correct trackers, data and reporting systems to ensure accurate and efficient daily, weekly and monthly SITREPS and performance dashboards. Raising any concerns as appropriate in a timely manner
• Support the completion of audits and quality assurance reviews for Home First service as required. Delegating actions as appropriate
• To act as IT Champion for the Home First service to support the development of IT based processes and systems within the team and with key stakeholders
• To Support the @home Service Coordinator as required with tasks and responsibilities for the @home team
• Participate and support in the planning and implementation of new systems and processes which need to be introduced, reviewed or changed within the service. Ensuring that admin team tasks meet the needs of the changes and are embedded into the daily operations.
• Support managers and clinical teams in the elimination of waste activities and planning service redesign to create efficiencies through workout and local capacity improvement initiatives.
• Ensure standardised of process including record keeping, filing and data maintenance ensuring records are stored appropriately and electronically where possible, to comply with the information governance policy following the SDHC information governance policy.
• To support the clinical managers and clinical teams in maintaining evidence for the continued compliance to the Care Quality Commission standards and associated regulations.
Financial Responsibilities
• To complete as required payroll information, checking expense claims and additional hours, weekend payments, bank hours, sick leave, maternity leave and study leave are entered into the ESR/E-pay system correctly.
• To support the Home First team with using payroll and HR systems as required
• Ensure that invoices for goods and services received are processed for payment from the correct cost centre expediently to enable payment to be made within terms and conditions agreed with each supplier using the SBS system.
Performance Management
• To ensure accurate and clear records are maintained by the team.
• To keep up to date with relevant developments in administrative systems and processes and clinical services, and ensure that the team is also kept updated.
• To work autonomously within departmental and SDHC guidelines, seeking advice when necessary.
This advert closes on Sunday 29 Dec 2024